Event Responsibilities
Event Lead
Account Manager
(where there role exists
within a College or
Office)
Event Deliverer
This person has requested the event and has ultimate responsibility for
overseeing the direction of the event, including ensuring there is sufficient
budget and resource to deliver the event
Responsibilities include:
 Development of the objective
 Budget
 Stakeholder engagement objectives are met
Supports the Event Lead to develop
 Objective
 Stakeholder invite list
 Messaging around the event/speech notes
 Collateral development
 Ensuring brand guidelines adhered to
Has responsibility for the operational delivery of the event:
 Inputting invite list
 RSVPs management
 Booking catering
 Booking venue
 Booking AV
 Development of Run Sheet
 Cultural requirements
Event Expense Rate Card
Here are some examples of what various types of events might cost and what you need to budget for, however
please use as a guide as the size, scale and elements of an event will determine the costs.
If the event is on campus, then facilities and support services may be charged for, such as ITS.
Event Type
Cocktail Function –
100 guests
Budget and Elements
Approx. $6,000 – 10,000 + GST
Elements to include:
 Food and beverage (and service staff costs)
*Generally a hosted event
 Audio visual equipment – sound, vision, lighting etc
where there is no revenue
 Venue hire, cleaning/security
stream
 Collateral – invitations, name badges etc
 Entertainment – jazz band etc
 Room dressing – plants, furniture, banners etc
Dinner –
Approx. $20,000 – 30,000 + GST
100 guests
Elements to include:
 Food and beverage (and service staff costs)
 Audio visual equipment – sound, vision, lighting etc
*Generally ticket sale
 Venue hire, cleaning/security
income would offset event
 Collateral – invitations, tickets, menu and programme, table cards etc
expenses
 Web – web page hosting and content
 Marketing/advertising – print or online
 Ticket bookings – ticket management portal (via web page)
 Room dressing – plants, furniture, banners, centre pieces etc
 MC and entertainment – fees and disbursements
One Day Conference –
100 guests
Approx. $30,000 – 45,000 + GST
Elements to include:
 Food and beverage (and service staff costs)
 Audio visual equipment – sound, vision, lighting etc
*Generally registration
 Venue hire, cleaning/security, Wi-Fi
income would offset event
 Collateral – invitations, programme, pads/pens, name badges etc
expenses
 Web – web page hosting and content
 Registration – registrations management portal (via web page)
 Marketing/advertising – print or online
 Room dressing – plants, furniture, banners etc
 MC and speakers – fees and disbursements
 Transport – shuttle of guests between venues
NB: We also recommend allowing between a 5% – 10% contingency for any unexpected costs or overruns.
ENDS